Business Trips 101

One of the most exciting things about launching your career is being given the opportunity to attend a conference or seminar outside the office. Typically, when you are asked to go on business trips, you are given opportunities to further some important company business relationships. Being sent on business trips also reflects the growing confidence your managers have in your abilities.

Every year, there are thousands of conferences, seminars and training sessions taking place and while these are fantastic avenues to advance business goals, they can also be a breeding ground for career disaster. Here are some guidelines and suggestions to make the most of your business trips — for yourself and your organization.

Purpose

Business trips are called business trips for a reason: There is a definitive reason why you are heading out of town. Most commonly, you will be asked or offered the opportunity to attend a conference or trade show. In addition to the request to attend, a clear set of expectations should be provided to you. For example, there may be a certain client you are to meet and a certain presentation or message to give. In a trade show, you may be sent to learn about new vendors or suppliers and start the exploratory dialogue.

In the event of finding a conference you feel will be helpful to the company, you will need to present a clear business case about why you are going and what you expect to accomplish while you are out of the office. Do not use a business trip as an excuse to meet up with friends on someone else’s dime or to research other job opportunities. Since someone else is paying for your excursion, make sure you accomplish what is expected of you first.

Expenses

It is typically standard operating procedure for the company to pay for all expenses related to your business trip, including conference registration, hotel, airfare, rental car, and meals. First, note that your company’s accounting department will often require you to put the bulk of your trip on your credit card and then submit your receipts for reimbursement. You may find it rough putting several hundred dollars on your credit card and waiting 15 to 30 days for a reimbursement, but that is usually how it works, so plan accordingly.

Additionally, your company likely has rules on limits for reimbursements. Granted, the company is paying for your meals, but a $200 dinner at the nicest steak restaurant may end up being a violation of your company travel and entertainment policy. The best approach is to be respectful and logical about what should be expensed. If you feel something is a little over-the-top or not covered, immediately call your manager at work to confirm or hold off on the purchase.

Preparation

The excitement of being asked to go on your first business trip might make you forget that you still need to make preparations so that the trip is productive. If you are tasked with tracking down your own hotel and travel arrangements, look for accommodations that make it easy for you to attend your meetings. For instance, if the price is right, staying at the hotel at the conference venue might be better than the cheaper option halfway across town. If you have meetings in various locations, weigh the options of renting a car versus taking a taxi everywhere.

If you are visiting another country, you should take some time to brush up on the local customs and practices. As things relate to your meetings or requirements, if you need an internet connection to make a presentation, make sure you have WiFi availability. In short, consider all of your needs and requirements and have an effective plan to keep your trip productive and running smoothly.